S209--Healthcare Garment Management Services-All Inclusive
Page 3 of 3 Summary: This is a Sources Sought notice and not a request for quotes. This request is solely for the purpose of conducting market research to enhance VHA s understanding of the market s o... Page 3 of 3 Summary: This is a Sources Sought notice and not a request for quotes. This request is solely for the purpose of conducting market research to enhance VHA s understanding of the market s offered products, services and capabilities. The Government will not pay any costs for responses submitted in response to this Sources Sought. This Sources Sought notice provides an opportunity for respondents to submit their notice of ability, and their available products and services in response to the requirement described below. Vendors are being invited to submit information relative to their potential of fulfilling the requirement below, in the form of a capability response that addresses the specific requirement identified in this Sources Sought. The Veterans Health Administration (VHA) is seeking a vendor to provide the following products and/or services below. Please see the General Requirements section below for the requested products/services and descriptions. This Sources Sought is to facilitate the Contracting Officer s review of the market base, for acquisition planning, size determination, and procurement strategy. GENERAL REQUIREMENTS Provide all consulting, labor, scrub vending equipment, garments, laundering, stocking and inventory management of healthcare garments that support on available on demand healthcare scrubs in various sizes and styles to meet the needs of the Veteran Integrated Service Network 1, located in the 6 New England states with varying requirements by medical center. RESPONSE COMMITMENT I. Response: A. Capability statement and with general understanding of the industry and current knowledge and subcontract networks that would be used to support the requirement as identified herein. You must provide a brief description of how experience of healthcare garment management specially in healthcare settings and the length of the Contract Subcontract relationship of each of the proposed subcontractors to support the requirement. Information should suggest, NACIS Code, provide small business information for your company and your subcontractors if you are planning on supporting this service with subcontractors and listing of Information should be directed to lorrie.baines@va.gov. B. Submittals furnished will not be returned to the sender. No debriefs will be conducted. Eligibility in participating in a future acquisition does not depend upon a response to this notice. C. Proprietary information is neither requested nor desired. If such information is submitted, it must clearly be marked "proprietary" on every sheet containing such information, and the proprietary information must be segregated to the maximum extent practicable from other portions of the response (e.g., use an attachment or exhibit). II. Timeline: A. This request will close on stated date within the Government Point of Entry (GPE). Notes: 1. This Sources Sought is for planning purposes only, and does not constitute a commitment, implied or otherwise, that a procurement action will follow. The Department of Veterans Affairs will use the information submitted in response to this notice at its discretion and will not provide comments to any submission; however, The Department of Veterans Affairs reserves the right to contact any respondent to this notice for the sole purpose of enhancing The Department of Veteran Affairs understanding of the notice submission. 2. The content of any responses to this notice may be reflected in any subsequent solicitation, except for content marked or designated as business confidential or proprietary which will be fully protected from release outside the government. The Department of Veteran Affairs Contracting Office POC: Lorie Baines Contracting Officer Lorrie.baines@va.gov PERFORMANCE WORK STATEMENT Healthcare Garment Program Management Service -New England Healthcare System A-1 GENERAL INTENTION: The New England Healthcare System herein referred as VA is one of 21 Veteran Integrated Service Networks (VISNs) within the U.S. Department of Veterans Affairs (VA). Services provided through primary care supported by eight Joint Commission accredited medical centers in six New England States. The VA is seeking an all-inclusive Healthcare Garment Management Program (HGP). The program will support the Medical Center to ensure that Healthcare Garments Management Program can support varying needs throughout the VISNs. The requirements will all be within scope of the requirement. The contractor shall provide all-inclusive services including but not limited to (hospital scrub vending Machines, software to support inventory control to include software upgrades and maintenance, alerts system for inventories that will prompt the vendor to re-stock specific sizes and styles of garments to ensure availability on demand, provide garments of varying sizes, colors and styles, garment services will include laundering, inspection of all garments to ensure a professional appearance free of damage, holes and fading, and garments shall be bagged to ensure infection control and prevention, the contractor shall provide reports that can track the distribution of garments, returns of garments and provide the facility with a loss prevention report that identifies the employee with an assigned unique identifier, to ensure compliance with quality control standards suitable for medical garments) The Health Care Garment Program may or may not be required at all facility, however having availability to support the each facility and their needs is required. The garments supported by this program will be used in highly specialized environments and clean rooms, where the highest level of infection prevention is imperative to ensure the health and safety of our patients. The procedures are evaluated for quality standards that meet national and international hygienically clean standards for processing of health care garments, track and monitor inventories, distribution and returns of all healthcare garments. These garments are to be used in highly specialize areas of the medical facilities that require infection prevention of all pollutants that could result of in health risks to patients. A-2 GENERAL REQUIREMENT: The Healthcare Garment Program shall be all inclusive with the ability to tailor the program for each of the eight joint commissioned accredited medical centers throughout the six New England states- Maine, New Hampshire, Vermont, Massachusetts, Rhode Island, and Connecticut. The programs shall ensure proper segregation between soiled and clean products, provide inventory management control of all medical grade garments, monitor inventory, replenish inventory to ensure product availability for all sizes and styles on demand, provide reports that document garment distribution by employee, provide reports that document garment returns by employee. The VA anticipates awarding a multiple award IDIQ contract for a period of 5 years. The needs vary by Medical Center to Medical Center in terms of Equipment and Operational needs. The quantities of garments, equipment requirements, and pick-up schedules will vary from facility to facility and are not known. A-3 PLACE OF PERFORMANCE: Veteran Integrated Service Network 1, New England Bedford VA Medical Center Central Western Massachusetts 200 Springs Road 950 Campbell Avenue Bedford, MA 01730 West Haven, CT 06516 VA Maine Healthcare System Manchester VA Medical Center 1 VA Center 718 Smyth Road Augusta, ME 04330 Manchester, NH 03104 Providence VA Providence Medical Center White River Junction VA Medical Center 830 Chalkstone Ave 215 North Main Street Providence, RI 02908 White River Junction, VT 05009 Boston Healthcare System Brockton Campus Jamaica Plain Campus 940 Belmont Street 150 South Huntington Avenue Brockton, MA 02301 Jamaica Plain, MA 02130 West Roxbury Campus 1400 VFW Parkway West Roxbury, MA 02132 A-4 DESCRIPTION OF SERVICES: A4.1 HEALTHCARE GARMENT PROGRAM The contractor shall maintain a Healthcare Garment Management Program (HGMP) that ensures the highest quality control processes and standards for the safe handling and management of healthcare garments to be used in cleanroom setting to include but not limited to operating rooms, pharmacy compounding rooms, and other controlled environments. The program shall ensure a supply and delivery system that meets the needs of the VA in terms of quantity of supply by size, type and demand. The healthcare garments must meet or exceed national and international hygienic standards for the processing of healthcare garments. A-4.2 CONTRACTOR REPORTING REQUIREMENTS The VA will require the contractor to provide monthly reports and documentation that will improve our infection control standardization processes for Healthcare Garments. The contractor shall ensure the HGMP includes a tracking program that captures usage and inventory to ensure proper monitoring and validation of the healthcare garments for removal and return to ensure employee program compliance. A-4.3 HEALTHCARE FREE STANDING UNIT The units requested to be provided shall be free standing and work with existing hospital identification cards, document with digital pictures, barcode systems or other validation system when healthcare garments are returned to ensure compliance. The unit fee shall include stocking clean and removing soiled scrubs, delivery, installation and set-up of new machines, preventative maintenance, software upgrades and normal service -parts and labor. The unit to be provided will be free standing to fit in specified areas to be determined by facility. The vendor will need to evaluate scrub vending machines owned by the VA at specific medical facilities to determine if they can be modified to install the vendors software to ensure the same level of quality and inventory standards of leased equipment. If the vendor is not able to modify the equipment the VA would like to inquire the about the availability of a credit to replace the equipment with a leased unit to include all required services. The contractor shall guarantee 24-hour response time for evaluation of equipment repair. The equipment shall have emergency manual override in case of system wide failure in order to support the VA Medical Center. A-4.3 HEALTHCARE GARMENT DESCRIPTION The Contractor shall have multiple sizes to accommodate a diverse workforce to include multiple color unisex healthcare garments to include healthcare tops, bottoms and jackets in multiple sizes of standard unisex sized healthcare garments ranging from XS to 5XL. Colors, Sizes and Stock will be determined upon assessment and needs of the medical center. A-4.4 EMPLOYEE TRAINING ON HEALTHCARE GARMENTS Provide for proper training and instructional guides, including training material for first time users. A.4.5 CONTRACTOR RESPONSIBILITIES The program shall provide inventory management, proper stocking and replenishment of clean individually poly bagged healthcare garment separates in multiple sizes, proper segregation system for soiled healthcare garments, removal of soiled healthcare garments, inspect all garments to ensure every garment is professional in presentation to ensure there are no statins or tears in the healthcare garments, maintain and replace healthcare garments due to normal wear and tear as necessary at no cost to the VA. Ensure systems are in place for proper inventory control of healthcare garments, Inventory sizes and quantiles meet the needs of the VA and it s diverse employee population to include multiples size availability. In addition to the availability of healthcare garments in multiple sizes and styles, the contractor shall ensure that the process for the delivery of healthcare garments follows a quality control process for ensuring healthcare garments maintain national and international hygienic standards, healthcare garments can be traced through use of a bar coding or other accountability system, the system will only allow for dispensing and returning of healthcare garments by employees with specific ID recognition system. A-5 SCHEDULE OF SERVICES: The vendor shall restock clean healthcare garments weekly with individually poly bagged garments, and pickup soiled and separated healthcare garments. If notifications and indicators alert the vendor and the Contracting Officer Representative that inventories are reaching a critical level, then other scheduled services trips may be required to meet the demand of the VA and its employees. 3. PAYMENT Payment will be invoiced monthly in arrears and will be set by the negotiated pricing schedule. A separate line item will be provided for unscheduled deliveries and will be monitored by the Contracting Officer Representative (COR) as qualities at this time are unknown as this is a new service with estimated quantities. The COR will contact the Contracting Officer and request a modification for additional deliveries on an as needed basis for deliveries exceeding the standard weekly delivery. A-6 QUALITY REQUIREMENTS: The Government shall appoint a Contracting Officer's Representative (COR) for coordinating the day-to-day activities of this contract. The COR will also be responsible for inspection and acceptance of the work performed under this contract. When deficiencies are reported to the Contractor, the Contractor shall take immediate steps to correct them. If the Contractor does not take immediate steps to correct deficiencies, the COR shall report the facts of the event to the Contracting Officer. The Contracting Officer reserves the right to take any appropriate action authorized by law to resolve the issue or to terminate the contract for default. Only the Contracting Officer has the authority to make changes to the specifications, price, terms and conditions of the contract. No service should be performed, or action taken by the Contractor, which is outside of the contract unless, directed solely by the Contracting Officer and/or a written modification to the contract. Quality requirements are outlined in the QASP, section A-8. A-7 CONTRACTOR S FACILITY ACCESS Access Limitation: Only authorized Contractor employees are allowed inside the Manchester VA Medical Center. Contractor employees are not to be accompanied in the work area by acquaintances, family members, assistants or any other person unless said person is an authorized Contractor employee. Suspicious Event: In case of any suspicious or emergency event occurring at the Medical Center the Contractor shall immediately release the employee records to the appropriate law enforcement authority. A-8 CONTRACT PERFORMANCE AND MONITORING Performance will be the responsibility of both the contractor and the Government. The VA suggest the use of a Quality Assurance Surveillance Plan (QASP) that will be developed to evaluate Contractor performance of this contract. The QASP is designed to provide an effective surveillance method of monitoring of a Contractor s performance for each listed objective in the contract. The QASP provides a systematic method to evaluate the services the Contractor is has agree to perform by responding to the solicitation for services and award through a contracted. A QASP is a living document that is outside of the contract and is agreed upon by both parties to ensure communication of performance standards performance standards need to measurable and the methods used to measure performance must also be agree upon by both parties. The Contractor, and the Government, are responsible ensuring effective communication in terms of the management and of the contract. Together with the Contractor the government will develop a comprehensive program of inspections and monitoring actions to ensure performance satisfaction and delivery meet the needs and expectations of the Government. However, to ensure all performance standards and delivery expectations are properly communicated and are fair to both parties the methods, used to evaluate, monitored and report the expectations needs to agree to and be flexible to build long lasting contractor relationships that are mutually beneficial. Once the quality control program is approved, careful application of the process and standards presented in the remainder of this document will ensure a robust quality assurance program. The VA is looking to improve the Healthcare Garment Process and Procedures by: Monitoring and Validating Employee usage and return Monitoring Inventory Control Process and Procedures Monitoring and Validating Inventory Supplies are Adequate to meet employee demand Healthcare Garments meet or exceed VA, national and International Standards for the Hygienic Healthcare Garments Quality and Process Improvement of Healthcare Garments Reduction in risk of Cross Contamination from environment exposure Improvement of Reporting of Healthcare Garment Process Procedures Reduction in loss of Healthcare Garments Improve Employee Satisfaction Scores of Healthcare Garments A-9 THE GOVERNMENT IS RESPONSIBLE FOR: The VA Medical Centers will be responsible for providing the following: Power and Data The VA will be responsible for providing Electricity at the site of the Healthcare Garment unit Electricity Specifications: Specifications: Single phase 115VAC/16A, 60 Hz non-GFCI grounded outlet -per unit Data -Network Connections The VA will provide all ports with hard-set to 10 Mbps/Half Duplex Data Specifications: Unit 1-(C) Specifications-D-10,D-16,D-20 (1) RJ45 Socket, (1) Static IP address. Unit 1-(R) -R110, RX in wall (2) RJ45 Socket, (2) Static IP addresses. Software Support The VA will support (software of the vendor) that will be installed on a server. The software controls the machines, host the user data base, handles reporting, sends email alerts via SMTP, and maintains station inventories. (note Software installation, licensing, updates, and maintenance will be provided by the vendor) Hardware &OS: Physical or Virtual Server The VA will provide dedicated Virtual or Physical Server, Server Specifications will need to be confirmed with the Vendor to ensure support of Windows 10 and for larger endpoints. Network: Server Network Configuration The Healthcare Garment Server and all unit(s) will have dedicated static IP addresses. Dedicated VLAN will be provided when possible SMTP email alerts to external email addresses will be allowed through the firewall, or VA will ensure the use of a relay server provided by the VA host network. The following are examples of ports that will be dedicated and open to all inbound and outbound communication: TCP+UDP Range of port between 1024 to 5000 TCP+UDP Port 81 for web application GUI access on network devices TCP Port 21(Cameras send picture of items returned to server via FTP) TCP Port 23 for communication with the system controller UDP Port 30301,30302,30303 for remote diagnostic programming and support S/W
Data sourced from SAM.gov.
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